Preserving, Requesting and Producing Electronic Information
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EDiscovery: copyright © Western Digital Corporation Preserving, Requesting & Producing Electronic Information by: Lisa M. Arent Robert D. Brownstone William A. Fenwick © Copyright 1999, 2002, 2003 Lisa M. Arent and Fenwick & West LLP 6/11/03 updated version by Robert D. Brownstone Hard copy of 12/5/02 version available at: 19 SANTA CLARA COMPUTER & HIGH TECH. L.J. 131 (Dec. 2002) TABLE OF CONTENTS Page I. INTRODUCTION ......................................................................................................1 II. PRESERVATION AND COLLECTION OF ELECTRONIC DATA ...........................2 A. The Duty to Preserve Evidence .................................................................2 1. Preservation Obligations in the Electronic Context.......................2 2. Nature and Consequences of Duty to Preserve .............................4 a. Introduction ............................................................................4 b. Ethical Obligations.................................................................4 c. Sanctions ................................................................................4 d. Potential Criminal Penalties ..................................................6 3. When the Duty Arises .......................................................................7 a. Pre-Litigation ..........................................................................7 b. After Service of Complaint ....................................................8 c. Once Discovery Process has Begun ....................................9 4. What Must be Preserved ..................................................................9 5. Attorney’s and Client’s Notification Obligations..........................10 B. Scope of Preservation Duty - "Deleted" Files and Back-up Tapes........13 1. "Deleted" Files.................................................................................14 a. Introduction ..........................................................................14 b. Court-Ordered Hard Drive Searches...................................14 c. Sanctions for Heinous Deletions ........................................17 2. Deleted Back-up Tapes...................................................................18 a. Background on Back-up Tapes...........................................18 b. Failure to Cease Ordinary Recycling..................................19 c. Restoring & Searching Back-up Tapes ..............................21 C. Inspection of Opponent's Computer System ..........................................25 D. The Logistics of Producing Electronic Information................................27 1. Production of Compilations of Electronic Information................27 2. Compelling Creation of Electronic Information............................27 3. Facilitating Opponent's Access of Electronic Information..........29 4. Allocating Compilation and Production Costs .............................32 III. PRACTICAL LITIGATION TIPS REGARDING ELECTRONIC DISCOVERY........36 A. Tips for Requesting Electronic Information from the Other Side..........36 1. Overview/Strategy...........................................................................36 i TABLE OF CONTENTS (continued) Page 2. Preservation Requests and Orders ...............................................37 3. Considerations Particular to Electronic Information ...................38 a. Specifically Request All Desired Types of Items...............38 b. "Meet and Confer" Negotiations .........................................40 c. Details Of the Opponent's Computer System....................41 4. Parameters of Seeking Court Intervention ...................................43 5. Assessing the Adequacy of Opponent's Electronic Production .......................................................................................44 B. Tips for Responding to Electronic Information Production Requests.....................................................................................................45 1. Respond to Preservation Requests...............................................45 2. Advising Client of Duties to Preserve and Communicate ...........45 3. Inventory and Search Your Client's Computer System ...............45 4. Consider Retaining Back-Up Tapes ..............................................46 5. Secure Information; Establish its Authentication Foundation.......................................................................................46 6. Considerations Regarding Copying or Inspecting Hard Drives ...............................................................................................47 IV. USING COMPUTER EXPERTS TO AID IN DISCOVERY AND TO ASSIST/SWAY COURT .........................................................................................47 A. Benefits of Retaining a Computer Forensics Expert ..............................47 B. Relative Expertise of Opposing Experts..................................................49 V. CONCLUSION .......................................................................................................51 ii TABLE OF AUTHORITIES Page(s) CASES Abrams v. Enron Corp., et al. No. H-01-3630 (S.D. Tex. Nov. 13, 2001) (Amended Complaint) ..................................6 Adobe Systems, Inc. v. South Sun Prods., Inc. 187 F.R.D. 636 (S.D. Cal. 1999)..................................................................................42 Aguimatang v. California State Lottery 234 Cal. App. 3d 769, 286 Cal. Rptr. 57 (1991).............................................................3 Alexander v. FBI 194 F.R.D. 305 (D.D.C. 2000) .........................................................................29, 43, 50 Amalgamated Bank v. Lay, et al. No. H-01-3624 (S.D. Tex. Dec. 4, 2001)........................................................................6 Amsted Indus. “ERISA” Litig. 2202 WL 31844956 (N.D. Ill. Dec. 18, 2002) ...............................................................23 Anderson v. Cornejo 2001 U.S. Dist. LEXIS 2330 (N.D. Ill. March 6, 2001).................................................44 Anti-Monopoly, Inc. v. Hasbro, Inc. 1995-2 Trade Cases (CCH) ¶ 71, 1995 U.S. Dist. LEXIS 16355, 1995 WL 649934 (S.D.N.Y. Nov. 3, 1995) ................................................................27, 29, 32, 49 Antioch Co. v. Scrapbook Borders. Inc. 210 F.R.D. 645 (D. Minn. 2002).................................................................14, 16, 26, 27 Applied Telematics, Inc. v. Sprint Communics. Co. 1996 U.S. Dist. Lexis 14053 (E.D. Pa. Sept. 17, 1996)..........................................10, 20 Armstrong v. EOP 1 F.3d 1274 (D.C. Cir. 1993)..........................................................................................4 Bills v. Kennecott Corp. 108 F.R.D. 459 (D. Utah 1985) ....................................................................................33 Brand Name Prescription Drugs Antitrust Litig. 1995 U.S. Dist. LEXIS 8281 (N.D. Ill. June 15, 1995)......................................21, 32, 34 Braxton v. Farmer’s Ins. Group 2002 U.S. Dist LEXIS 18085 (N.D. Ala. Sep. 13, 2002)...............................................33 i TABLE OF AUTHORITIES (continued) Page(s) Bristol-Myers Squibb Securities Litig. 205 F.R.D. 437 (D.N.J. 2002) ......................................................................................40 Byers v. Illinois State Police 2002 US Dist. LEXIS 9861 (N.D. Ill. June 3, 2002)......................................................33 Carbon Dioxide Indus. Antitrust Litig. 155 F.R.D. 209 (M.D. Fla. 1993)..................................................................................42 Cedars-Sinai Medical Center v. Superior Court 18 Cal. 4th 1, 74 Cal. Rptr. 2d 248 (1998) .................................................................8, 9 Chambers v. Nasco, Inc. 501 U.S. 32 (1991).......................................................................................................37 China Ocean Shipping Co. v. Simone Metals Inc. 1999 U.S. Dist. LEXIS 16264 (N.D. Ill. Sept. 30, 1999) .................................................9 Cobell v. Norton 2002 U.S. Dist. LEXIS 5291 (D.D.C. Mar. 29, 2002)....................................................22 Coca-Cola Bottling Co. v. Superior Court 233 Cal. App. 3d 1273, 1293 n.10, 286 Cal. Rptr. 855 (1991) .......................................9 Crown Life Ins. Co. v. Craig 995 F.2d 1376 (7th Cir. 1993)........................................................................................3 Danis v. USN Communics., Inc. 2000 WL 1694325 (N.D. Ill. Oct. 23, 2000) ..................................................9, 13, 41, 42 DeLoach v. Philip Morris Cos. 206 F.R.D 568 (M.D.N.C. 2002)...................................................................................39 Dendrite Int'l, Inc. v. Doe No. 3 342 N.J. Super. 134 (N.J. App. Div. 2001).....................................................................4 Dodge, Warren & Peters Ins. Servs., Inc. v. Riley 105 Cal. App. 4th 1414, 130 Cal. Rptr. 2d 385 (4 Dist. 2003)................................10, 16 Doe v. 2TheMart.com Inc. 140 F. Supp. 2d 1088 (W.D. Wash. 2001) .....................................................................4 Fennell v. First Steps Designs, Ltd. 83 F.3d 526 (1st Cir. 1996) ..............................................................................15, 25, 49 ii TABLE OF AUTHORITIES (continued) Page(s) Gates Rubber Co. v. Bando Chemical Indus., Ltd. 167 F.R.D. 90 (D. Colo. 1996) .........................................................................15,